In Beta
This feature is in beta. Contact your CSM to learn more.
Menu item and modifier rules are created and managed on the menu item or modifier record on the Menu Items page. Rules can be created from the record of the primary entity (the menu item or modifier that owns the rule) regardless of which other items appear as conditions.
A rule can only be edited from the record of its primary entity. On a record where the rule is only referenced as a condition, it appears read-only.
Menu item and modifier rules require the Modifier Rules feature to be enabled for the organization. Contact your CSM for more information.
Security
Users must have the following permission(s) to create, edit, and delete menu item and modifier rules:
Food → Menu Items →
View Menu Items
Create Menu Items
Edit Menu Items
Delete Menu Items
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Navigation
Menu item / Modifier rules are found on the menu item record. This can be opened from the Menu Items page.
Navigation Steps
Open the Sales & Forecasting application.
Click Menu Items.
Select Menu Items.
From the menu item list, click an entry to open a menu item/modifier.
Search Bar
Navigate to pages with the R365 global search bar:
Enter all or part of the page name in the R365 global search bar.
Select the page from the results list.
Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.
Create a Rule
Navigate to the Menu Items page, then follow these steps to create a modifier rule:
Click steps to expand for additional information and images.
1) Open the menu item or modifier record to which the rule will belong.
Click the name of the menu item or modifier in the table to open the record. The rule will be attributed to the item whose record is open. This is the primary entity.
2) In the Rules section, click Add Rule.
The rule builder opens.
3) Enter a name for the rule in the Name field.
The name will be autofilled with the name of the menu item. However, this can be changed. Use a name that describes when the rule applies — for example, "Pizza - Add Cheese" or "Latte with Decaf Shot." Clear names make it easier to review rules later.
Rule names must be unique. If the entered name matches an existing rule name, the message “A rule with this name already exists” appears under the Name field, and the rule cannot be saved until the name is changed.
If another user updated the menu item record while it was being edited, saving displays the message "Another user has updated this record. Please close and reopen this form and, if necessary, make your changes again."
4) In the WHEN section, review the primary entity condition and optionally add any additional conditions needed.
The primary entity row is already set and locked — it shows the current record with a Primary indicator.
To add a context condition, click Add Condition, then select the condition type (menu item, modifier, sales category, service type, location group, or modifier group) and the specific value.
By default, conditions use the 'is' operator. You can also select 'is not' for exclusion logic." All conditions evaluate using AND. This means every condition must be true at the same time for the rule to trigger.
When Add Condition is clicked, a conditional statement will open.
Select the following:
Condition type (menu item, modifier, sales category, modifier group, service type, or location group)
Is / Is not
Value (based on the condition type)
Continue clicking Add Condition and completing the fields as necessary to set up the menu item rules.
5) In the THEN section, select a recipe item to deplete.
Use the item field to search for and select the recipe.
6) Optional: To add another action to this rule, click Add Action and complete the action fields.
Multiple actions can be added to a single rule. All actions in the THEN section execute when the rule triggers. For example, a rule could deplete Mozzarella and also deplete Olive Oil in the same step.
Important Note About Overlap Warnings
If a yellow overlap warning appears, two or more rules on this record could trigger for the same ticket conditions. Review the WHEN sections of each rule to ensure they cover distinct scenarios. The warning does not prevent saving the rule, but rules that overlap may produce unexpected depletion results.
Overlap warnings only appear for IS conditions. They do not show for IS NOT conditions.
7) Click Add Rule to close the rule builder.
The rule is saved to the record and will be evaluated the next time a matching sales ticket is processed.
8) Click Save to save the menu item record.
Edit a Rule
To edit an existing menu item rule, navigate to the menu items page. Then, follow these steps:
Click steps to expand for additional information and images.
1) Open the menu item or modifier record containing the rule.
2) In the Menu item rule / Modifier rule / Rules section, locate the rule that needs to be edited.
3) Click the Edit button. This is displayed as the pencil icon.
The rule builder opens with the current conditions and actions populated.
4) Update the rule name, conditions, or actions as needed.
The same fields available when creating a rule are available when editing. The primary entity condition remains locked and cannot be changed.
5) Click Update Rule.
The updated rule is saved and takes effect on the next matching sales ticket.
6) Before closing the menu item record, click Save to save the record.
Delete a Rule
To delete a menu item rule, navigate to the Menu Items page, then follow these steps:
Important Note About Deleting Rules
Deleting a rule is permanent once the record is saved. The rule is removed immediately from the Rules section when deleted and cannot be recovered.
Click steps to expand for additional information and images.
1) Open the menu item or modifier record containing the rule.
2) In the Menu item rules section, locate the rule that needs to be deleted.
3) Click the trashcan button to delete. The rule is removed from the Rules section.
The rule disappears from the list immediately. No confirmation dialog appears.
4) Click Save.
The deletion is saved to the record. The rule will no longer be evaluated during sales ticket processing.
FAQ
What happens if I delete a menu item rule by mistake?
Nothing recovers it. Deleting a rule removes it from the Rules section immediately, with no confirmation dialog and no undo — the deletion is only finalized when you click Save on the record, but the rule itself cannot be restored once removed from the list. If you're not certain a rule should go, recreate it manually afterward using the same steps as creating a menu item rule rather than deleting and hoping to reverse it.
Can I change which menu item or modifier a rule belongs to (its primary entity)?
No. The primary entity condition is locked once the rule is created — it reflects the record the rule lives on, shown with a Primary indicator, and it cannot be edited later, even from the Edit Rule screen. To attach equivalent logic to a different item, create a new rule directly on that item's own record. See Menu Items for how to open a given item's record.
What happens at the sales ticket if none of an item's rules match?
A default depletion action runs instead. When a sales ticket is processed, all rules on the record are evaluated in order, and every rule whose conditions match the ticket is applied — but if none match, the item still depletes using its standard default behavior rather than being skipped. For the full evaluation order and default-depletion logic, see Menu Item and Modifier Rules.
I don't see an Add Rule option or a Rules section on the menu item record — why?
Menu item and modifier rules require the Modifier Rules feature to be enabled for your organization; if it isn't enabled, the Rules section won't appear on the record at all. Contact your CSM to confirm the feature is turned on before troubleshooting further, and confirm you also hold the required Food → Menu Items permissions — see User Setup, Security, and Location Access.
Can I have a rule deplete more than one recipe item at once?
Yes. The THEN section supports multiple actions on a single rule — click Add Action to add each additional recipe item to deplete, and all actions execute together whenever the rule's conditions are met on a matching sales ticket. This lets one rule (e.g., "Pizza - Add Cheese") deplete both the added ingredient and any related item, such as extra oil, in the same step. See Configure Menu Item and Modifier Rules for the full THEN-section steps.